Job Description

CSP is partnering with a well established commercial real estate firm in their search for a highly organized and attentive Property Administrator to assist with compliance, tracking, and management of commercial properties in Maryland. As a Property Administrator this role is integral to the team for input and tracking of important lease and ledger information to ensure the smooth functioning of the portfolio while also establishing a positive relationship with managers and tenants.

Responsibilities:

• Provide direct administrative support to Property Manager & Asset Manager
• Assist with data input for common area maintenance and real estate tax reconciliation
• Run and distribute reports
• Assist in monthly financial reporting process
• Abstract and data entry for all lease related information into management software
• Track and maintain all lease expirations, rent rolls, tenancy schedules and communicate this information to various team members
• Responsible for review and processing of monthly commercial billings as well as any adjustments per the lease
• Invoice charge backs to tenants for utilities, HVAC contracts, and any other charges as indicated per the lease
• Review of tenant ledgers and assist with researching and account reconciliations as needed
• Assist in annual budget preparation
• Communicate with team members and tenants regarding various lease related aspects such as commencement letters, contacts, lease violations and other such communication
• Track and monitor important lease dates which include but are not limited to building plans submission date, building permit date, move in date, fixturing period date, opening date, term and rent commencement date. Provide an overview of important dates for every lease to managers.
• Collect and monitor Tenant compliance items required per the leases which include but are not limited to HVAC PM Service contracts, kitchen hood inspections, grease trap inspections, fire life safety inspections, gross sales, certificates of occupancy, move in/move out forms, tenant contact lists
• Draft contracts as requested by managers within 24-48 hours of the request
• Prepare tenant memos and correspondence as directed by managers
• Maintain the integrity of the lease data files and ensure all documents for the property are filed no less than weekly. This includes but is not limited to documents, legal correspondence, executed service contracts, correspondence, monthly reports, payables.
• Review, update and revise Tenant Welcome Package as necessary
• Collect and monitor expiration for certificates of insurance required per the leases and contracts and communicate with tenants and vendors for revisions to COIs & W9s
• Maintain and update weekly tenant and contractor’s contacts lists in management software
• Ensure that all required tenant documents are accurate and complete
• E-mail should be checked regularly throughout the course of the day to ensure prompt attention to immediate issues are directed/acted upon immediately
• Provide superior customer service to all tenants, clients, contractors and vendors at all times

Qualifications:

• 2+ years work experience within commercial real estate desired
• Experience with Rent Manager software preferred but not required
• Proficient with Microsoft Office Suite and Adobe Acrobat preferred
• Knowledgeable of a commercial retail lease with triple nets
• Knowledgeable of basic accounting, including, but not limited to, accounts receivable, accounts payable and customer ledgers
• Must be reliable, self-motivating, hardworking and proactive
• Excellent written and oral communication skills
• Excellent attention to detail and accuracy a must
• Must be able to exercise good judgement and use discretion
• Must have a positive attitude and a professional appearance with a customer-oriented approach
• Ability to identify, qualify and prioritize workload with limited supervision
• Experience reading and analyzing contracts or commercial leases desired
• Team oriented and team player that is flexible and versatile
• Must be reliable, dependable with excellent attendance and stable job history
• Fluent in English

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